Craft market checklist: what to arrange and when

A craft market needs more than a row of tables and a list of makers. You need to secure the venue, confirm permissions, plan the layout, and give every participant clear instructions before setup day. This checklist takes you from the first booking through stall numbers, visitor information, payments and weather preparations. It also covers the details that are often left until the last minute, such as power cables, waste collection, change and readable signs.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Check permits
Draw the market layout
2 people
Reserve stalls and tents
Reserve power supply
Arrange waste collection
Approach artisans
3 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participant list
2 people
Assign stall numbers
2 people
Send participant information
2 people
Publish parking information
Create a visitor map
2 people
Hang posters
3 people
Post social media messages
Check the weather forecast
Send the weather plan to participants
Do the shopping
3 people
Collect materials
3 people
Prepare market stall signs
2 people
Sort name tags
Lay out receipts and change
2 people
Fill coolers
2 people
Cordon off the area
3 people
Check power outlets
2 people
Set up tents
6 people
Set up stalls
6 people
Set up tables and chairs
4 people
Lay out power cables safely
2 people
Hang lighting
3 people
Hang decorations
3 people
Set up signage
2 people
Set up the information desk
2 people
Set up catering point
3 people
Chill drinks
2 people
Prepare snacks
3 people
Place waste stations
2 people
Check toilets
2 people

Event

Register stalls
3 people
Conduct final safety check
2 people
Staff the information desk
2 people
Welcome visitors
4 people
Serve catering
4 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Monitor visitor flow
2 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Turn on lighting
Wrap up stalls
2 people
See visitors out
3 people
Close catering
3 people
Secure the cash register and documents
2 people

Aftercare

Turn Off Power
2 people
Take down tables and chairs
4 people
Take down the stalls
6 people
Take down tents
6 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Empty coolers
2 people
Return materials
3 people
Return rental items
2 people
Store leftover groceries
2 people
Register lost and found items
Return lost property
Check supplier invoices
Thank participants
2 people
Respond to visitor messages

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 8
Market stallsqty 24
Foldable tablesqty 12
Beer tablesqty 8
Folding chairsqty 60
High tablesqty 6
Tablecloth coversqty 30
Stall shelvesqty 24
Storage cratesqty 20

Equipment

Cash registersqty 4
Card machinesqty 4
Extension cordsqty 8
Extension cordsqty 12
Power cablesqty 12
Cable matsqty 12
Coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Thermos flasksqty 6
Flashlightsqty 6
Mobile phone chargersqty 4

Lighting

String lightsqty 12
LED lampsqty 12
Battery lanternsqty 8

Decorations

Buntingqty 12
Wind flagsqty 6
Flower boxesqty 10
Diaper clothsqty 24
Directional signsqty 12
Information boardsqty 6
Booth number signsqty 24
Table sign holdersqty 24

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Pouring jugsqty 8
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Measuring cupsqty 3
Glovesqty 6
Bottle openersqty 4
Washing-up bowlsqty 4
Drying racksqty 4

Cleaning

Broom setsqty 4
Trash binsqty 12
Waste binsqty 4
Hand soap dispensersqty 6
Pedal binsqty 6
Microfiber clothsqty 20
Cleaning glovesqty 8

Safety

Crowd control barriersqty 12
Traffic conesqty 12
Cable warning signsqty 8
Fire extinguishersqty 4
First aid kitsqty 2

Catering

Groceries

Tips

Start with the venue, date and permissions before inviting makers. Draw the market layout early so you know how many stalls, tents, tables and power points you can actually fit.
Give makers a firm registration deadline and confirm the final list before assigning stall numbers. Send arrival times, unloading instructions, parking details and the site map together rather than in separate messages.
Plan power as a separate job: identify every stall that needs electricity, reserve the supply, and prepare extension cords, power cables and cable mats so walkways stay clear.
Prepare for weather before the forecast is reliable. Check it again shortly before the market and send the agreed weather plan to participants, especially if tents or outdoor stalls are involved.
Count cash supplies before opening, not during setup. Put receipts, a cash register or card machine, and enough change in one labelled place, then check signs, name badges, lighting and visitor directions before doors open.

Frequently asked questions

How far in advance should I organise a craft market?: Start at least 8 to 12 weeks ahead if you need permits, tents, power or many makers. Set the registration deadline around 3 to 4 weeks before the market so you have time to confirm participants and assign stalls.
When should I send craft market information to stallholders?: Send the first invitation when the date and location are confirmed, then send final practical information 7 to 10 days before the market. Include stall numbers, arrival times, parking, the site map, power arrangements and the weather plan.
How many craft market stalls fit in a venue?: Measure the usable floor area and draw the layout before booking stalls. Leave clear walkways and space for queues, tables, chairs, storage and power cables; do not calculate capacity from stall dimensions alone.
What should I prepare for craft market payments?: Prepare a cash register, card machines, receipts and change before setup is finished. As a practical minimum, check each payment device at least 1 day beforehand and keep phone chargers available for devices that rely on battery power.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.